Municipal Grants and Loans Asset Management Investing in your Drinking Water System
Investing in Grants Management
description
Transcript of Investing in Grants Management
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Investing in Grants Management
Moderator:Guenevere Crum, The Able Trust
Presenters:Deborah Hessler, Edyth Bush Charitable FoundationLoretta Duvall, The Children’s TrustDanette Peters, Mary Reynolds Babcock Foundation
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Is this your system
?
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Can a System Get Betterthan Just a Stack?
• Of Course!• And that is why we are here
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In the Next Hour
• Short Activity• Each Presenter on the panel will have 15
minutes• Questions and Answers of the Panel• Final Questions and Comments• Please complete a session survey
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Audience Questions
How are you currently invested in grants management?
What are your anticipated investments in the next year or two in grants management?
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Investing in Grants Management
Creating A Plan
Deborah HesslerEdyth Bush Charitable Foundation
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Creating the Plan
O PreparationOGet the project off and running
O Staff buy-in
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Preparation
OClear picture of current process
OHistorical perspective
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Optimize Data Systems
OEfficient and powerful use of software
O Invest in software vendor consultant
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Workflow
Click icon to add picture
Inquiries
RequestsRFP
Site Visits
Determination
Notification
Payments
Reporting
Accounting
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Off and Running
OThink BIGOEngage StaffORemove redundant tasksOStaff meeting to finalize
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Staff Buy-in
OValue others opinions and inputOInclude everyone in the processOOrganization-wide change
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Benefits of Investing in Grants Management
OEliminate redundancyOOptimal use of software
systemOEfficient use of Staff time and
Foundation resourcesORespect of grantees time and
resourcesOSave Time and Money
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Investing in Grants Management
Presenter:
Loretta M. Duvall
Senior Internal Operations Manager
305-571-5700
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The Children’s Trust
• Mission: To improve the lives of all children and families in Miami-Dade County by making strategic investments in their futures.
• Vision: The Children’s Trust will become the recognized leader in planning, advocating and funding quality services to improve the lives of children and their families.
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2007 2008 2009 2010 2011
88 94 87 80 79
$93,088,594
$104,589,983$99,378,634
$107,754,524
$92,188,436
Number of Staff Revenue
The Children’s TrustRevenue and Staff
2007-2011
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Reasons to streamline application process
• Early information systems investments in support of funding were intentionally minimal.
• Release of the first funding applications in 2004.
• All major program strategies currently funded were nearing the end of 3-year funding cycles.
• This, combined with an increasingly scarce funding environment, led us to expect we will receive an unprecedented number of funding applications.
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What we had and……
• Funding opportunities are posted on website for download and printed for hard copy release.
• Multiple bound paper copies of applications with electronic copies of documents saved on CDs are submitted via mail or in-person delivery, with paper copy of each retained for public records at off-site paper storage facility.
• Submissions, reviewer assignments and ratings, and funding recommendations are tracked manually using multiple spreadsheets and lists, separately for each competitive funding request.
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…what did we seek?
• Ability to easily manage and update custom application forms and requirements for various funding opportunities, collected in a centralized database over time.
• Validation of applicant eligibility prior to allowing a submission to save staff time in technical reviews for identification of fatal flaws.
• Reduce applicant frustration in investing time on a submission that is not appropriate.
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What did we seek?
• Simplify due diligence by requiring supporting documentation such as Form 990, an automated link to GuideStar to access the tax information so applicants would not have to add those manually.
• Ability for applicants to save and reuse applicant/program information as well as to maintain a complete history of all interactions.
• Online management of reviewer assignment and rating processes.
• Increase reviewer accuracy of scoring and comments since there would be required fields and automated calculations. Reduced time and expense in preparing reviewer materials since all would be accessed online.
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Why we needed this change?
• Realize efficiencies and reduce manual errors in receipt and management of large numbers of funding applications.
• Reduce frustration, expense and crunch time for applicants to bind, package and physically deliver applications to our doorstep on time.
• Automatic imported into provider reporting and contract management systems to eliminate staff data entry and reduce time to negotiate contracts.
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Why we needed this change?
• To join the modern grants and funding era.• Reduce need to pay for outside storage/archiving of paper
documents.• Reduce cost for monthly pick up and storage of over 600
boxes at a cost of $2,800 per year. • Eight staff is assigned responsibility each month to box,
complete inventory forms and pack documents. We average 10 new boxes a month. Each person assigned spends an average of 8 hours/month readying the materials.
• Reduce need to pay for destruction/disposal of additional copies of submitted applications. Cost is $1,700 per year to pick up three large containers of discarded papers for destruction.
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Implementation
• Project planned with involvement of all staff after buy-off from executive management.
• Budget approved by board. • Implementation period was 6 months from idea
to implementation, April 2010 through December 2010.
• Weekly status meetings, weekend work, quick turnaround on key decisions
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Impact
• The Children’s Trust engaged an independent third-party survey firm, to collect this anonymous survey applicants experience with on-line application.
• Focus groups with staff and users were also held.• Overall both applicants and reviewers were satisfied with
the on-line system.• The most dissatisfaction was shown in the areas of ease of
navigation, print/preview functions, saving comments and marking forms as complete.
• This issue was discussed within the focus group and most expressed that with practice, the web based review process will help them move towards a paperless process as was intended.
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The Reason We Do This
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Investing in Grants Management
Danette Peters
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Family Foundation founded in 1953 Located in Winston Salem, NC
Our mission: Help to move people and places out of poverty Fund in the Southeastern United States
Current assets $163 million 9 full-time staff and 2 part-time staff
Process approximately 400 summaries & 100 proposals annually
Award approximately 70 grants annually
The Foundation at a Glance
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Started accepting online applications in 2006o Application questions revised multiple times since
implementation
Created outcome tracking system in Microedgeo Monitor each grant
o Track outcomes across all grantees
Streamlined proposal review process using Microedgeo Due Diligence Questions and Answers
o Initial and Final Staff Recommendations
Center for Effective Philanthropy (CEP) survey in 2008
Investments made so far...
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Progress Report
o Why ask so many questions?
o What do we really need to know?
Final Report
o Why aren’t we getting the information we need?
Had to ask clearer questions!
o Where are my reports? Reports not logged in, missing or LOST in ACTION (LIA)
Launched online reporting Including Outcome and Quantitative data reporting
What still needed to Change...
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Reporting Decisions
Grantees DO NOT report directly into outcome tracking fieldso WHY? ~~ Garbage In/Garbage Out
One person oversees outcome review and entry processo WHY? ~~ Consistency
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Online Final Report Show agreed upon
outcomes (read-only)
Quantitative outcomes
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Reporting in Microedge
Report information automatically populates fields in Microedge
Report attachments
Shows IGAM email account, online report form published and date
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Reporting on Quantitative Data
Added the ability for grantees to report directly on quantitative outcomes
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Reporting
Progress and Final reports (with agreed upon outcomes) printed to route for review and approval
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Outcome Tracking in Microedge
Grantee outcomes
Grantee results
MRBF outcomes
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Reporting
Streamlined final report process to include closing the grant file
After final report has been received, outcomes approved and entered – grant file is closed, reviewed/scanned and paper file is shredded
Only paper files in office are active grants
Back of Final Report routing form
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Moving Forward Annual reviews of outcomes in specific focus
areas (i.e., education, housing, jobs)
Continued staff training and learning related to outcomes
Microedge Alta
Communications Plan
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Make the Time to Invest in Grants Management
It DOES matterAND
It IS worth it!!
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Resources
• Project Streamline – www.projectstreamline.org– 6 specialized resource guides– Online assessment tool
• Grant Managers Network online discussions• Grantmakers for Effective Organizations
– www.geofunders.org
• Association of Small Foundations– www.smallfoundations.org
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Contact InformationDeborah HesslerEdyth Bush Charitable Foundation Email: [email protected]: (407) 647-4322
Loretta DuvallThe Children’s TrustEmail: [email protected]: (305) 571-5700
Danette PetersMary Reynolds Babcock Foundation Email: [email protected]: (336) 748-9222
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Questions and Answers